Payroll Specialist

Location: Morgan Hill, CA 95037 or Morrisville, NC 27560

Position Summary

The Payroll Specialist is responsible for the accurate and timely processing of multi-state payroll while ensuring compliance with all applicable federal, state, and local payroll regulations. This role serves as a key resource for payroll administration, payroll tax compliance, auditing, reporting, and employee payroll support. The Payroll Specialist partners closely with Human Resources, Accounting, and other departments to maintain payroll data integrity, resolve payroll-related issues, and support continuous process improvements.

Essential Duties and Responsibilities

Payroll Administration

• Process bi-weekly payroll for employees across multiple states, ensuring accuracy, completeness, and compliance with company policies and regulatory requirements.
• Review and validate employee timecards, pay rates, overtime calculations, fringe benefits, and payroll deductions.
• Process and reconcile payroll liabilities, including taxes, garnishments, retirement contributions, and HSA/FSA deductions.
• Ensure timely remittance of payroll-related payments and maintain supporting documentation for all filings and transactions.
• Maintain payroll records and documentation in accordance with company policies and legal requirements.

Payroll Compliance

• Ensure compliance with federal, state, and local payroll tax regulations, wage and hour laws, and reporting requirements.
• Assist with payroll tax registrations and account maintenance in new operating states.
• Monitor regulatory changes and recommend updates to payroll processes as needed.

Systems Administration

• Maintain payroll system data integrity and accuracy within ADP Workforce Now.
• Troubleshoot payroll system issues and coordinate resolutions with internal stakeholders and external vendors.
• Support payroll system updates, testing, and implementation of process enhancements.

Auditing and Reporting

• Assist with internal and external payroll audits and provide supporting documentation as required.
• Reconcile payroll accounts and support payroll-related general ledger activities.
• Partner with Accounting to ensure accurate labor allocations and job-cost reporting.
• Generate recurring and ad hoc payroll reports for management and business partners.

Employee Support and Issue Resolution

• Respond to employee payroll inquiries and resolve payroll discrepancies in a timely and professional manner.
• Research and correct payroll errors while ensuring appropriate documentation and communication.

Cross-Functional Collaboration

• Partner with Human Resources on payroll-related activities including new hires, employee status changes, terminations, leaves of absence, and benefits administration.
• Verify payroll data accuracy and maintain alignment between HR and payroll systems.
• Collaborate with Finance and Accounting teams to support payroll reporting and compliance requirements.

Process Improvement

• Identify opportunities to improve payroll processes, controls, and efficiencies.
• Analyze payroll data to identify trends, discrepancies, and compliance risks.
• Recommend and implement best practices to enhance accuracy, efficiency, and employee experience.

Year-End and Quarterly Activities

• Assist with quarterly and annual payroll processes, including payroll tax reporting, reconciliations, and filings.
• Support year-end activities, including W-2 review, validation, distribution, and related reporting requirements.

Qualifications

Required

• Minimum of 3 years of payroll processing experience, including multi-state payroll administration.
• Minimum of 3 years of hands-on experience with ADP Workforce Now.
• Strong knowledge of payroll laws and regulations, including tax withholding, wage and hour requirements, garnishments, and payroll compliance.
• Advanced proficiency in Microsoft Excel and payroll reporting tools.
• Strong analytical, organizational, and problem-solving skills.
• Excellent attention to detail with a high degree of accuracy and confidentiality.
• Strong interpersonal and communication skills with the ability to work effectively across departments.

Preferred

• Certified Payroll Professional (CPP) designation.
• Experience supporting payroll accounting functions and general ledger reconciliations.
• Knowledge of job costing and labor allocation processes.